Job Vacancy – Reporting and Evaluation Officer

  Daisy Mugambi wrote this on
March 2, 2017 | No Comments

Reporting and Evaluation Officer

Duma works is hiring a Reporting and Evaluation officer for one of our clients; a non-profit firm that deals with farm produce to ensure food security in Africa.

Location: Nairobi with field visits (aim for minimum of 2 weeks per season)

Contact duration/type: 1 year with annual extensions expected

Training/on boarding requirements: Review reports for USAID and other donors, Reporting forms, PMEP and data indicator sheets for USAID. Review proposal narratives and work plans


Objective 1: Prepare manageable annual, quarterly and monthly reporting and evaluation plans and target sheets

Key activities & responsibilities to achieve this objective:

  • Understand project proposal/contract & milestones expected for each program
  • Understand PMEPs and data indicator sheets
  • Translate program/ project into master reporting work plans encompassing all program deadlines, and into individual for each data assistant to ensure that data from field reaches office with adequate time so that it can be processed in time for program quarterly reports. This may involve staggering of reporting from different projects/ networks/ counties to manage workflow of the reporting/data team
  • Prepare individual target sheets for each RC, MNC, NC and VBA in each area for each year and each season (based on program deliverables/milestones in PMEP or any other contract document)
  • Ensure each RC, NC, VBA, FMO has and understands their target sheets and what they are responsible for achieving on monthly/seasonal/quarterly/annual basis.
  • Assist the Reporting & Evaluation Coordinator in carrying out Evaluation activities

Objective 2: Coordinate reporting team to oversee collection, analysis and storage of data and update field staff and program coordinators on progress against plans and targets

Key activities & responsibilities to achieve this objective:

  • Articulating updated Job Descriptions, initiating recruitment for vacancies, supporting selection procedure and on-boarding/training of staff and clear allocation of track-able duties to each member of the Reporting Team;
  • Ensure reporting team, field staff and logistics staff understand what the data indicator sheets mean in terms of their activities and responsibilities (so that the data they report is compliant)
  • Ensure correct reporting forms are distributed to NCs/ MNCs /RCs completed correctly and submitted on time;
  • Ensure that admin/ logistics team are aware of targets and requirements (in terms of deliveries of inputs), and provide proof of deliveries on a routine basis and in the correct format
  • Ensure that field staff and reporting team are aware of the critical importance of meeting program targets with clean and accurate data (falsifying records to meet targets is unacceptable under any circumstances and constitutes fraud)
  • Ensure routine follow up (weekly/monthly/quarterly – depending on activity type) with field staff (typically NCs / MNCs / RCs) of program activities (as specified in work plans – e.g. vaccinations, veg/tree nurseries, field days, small pack dissemination, logbook completion);
  • Ensure Data Assistants summarize data accurately and generate good quality data summaries backed up with supporting evidence (that meet donor criteria) in advance of reporting deadlines for review/finalization
  • Ensure Reporting Team update each Field Coordinator (RC/ MNC/ NC) on progress against targets on a monthly and quarterly basis, including disaggregation by VBA;
  • Provide weekly and monthly updates to Program Coordinators on progress of each network against targets along with early warning of challenges, delays or forecasted failures or over-achievements; ensuring that the data coming in is being updated in soft copy tracking systems (database(s)),
  • Reporting team – collect, summarize and share (with Program Coordinator) monthly (or more frequent if needed) updates from the Data Assistants on what they are receiving from the field; ensuring the Data team are following up with the NCs on collection of reports (and red flagging missing/late reports)
  • Liaise with Training Team to document and hold records of trainings held by each VBA;
  • Ensure Data Assistants make monthly updates to records of presence/ absence of each VBA along with locations, GPS positions, ID numbers, signatures and related biodata. Summary of number of VBAs (and gaps in information) to be provided to Program Coordinator on a monthly basis;
  • Ensure Reporting Team stores data (hard and soft copies) in clear organised manner that is findable and searchable on request. Each member of the Reporting Team should be able to find any and all data on request within a short time.

Objective 3: Submit well-organised data and supporting evidence to program officers ahead of deadlines

Key activities & responsibilities to achieve this objective:

  • Prepare reports for each project/ program and submit early drafts to program coordinators (or other relevant managers) that include data, narrative, photos and annexes with supporting information (that can be evidenced using data from the office on request) and success stories;
  • For programs that do not have a specific report structure, develop a standard internal structure for all program reports;
  • Ensure contributors to the report from other teams (e.g Business Development) are aware of reporting deadlines and provide submissions early enabling time for revision.

Objective 4: Maintain effective systems & tools for reporting and evaluation activities, data-management, and GIS; participate in on-going improvement/refinement of these systems

Key activities & responsibilities to achieve this objective:

  • Maintain up-to-date databases/program information at all times as required by each donor and ready for review;
  • With support from Program Coordinators, Country Director and other technical experts, develop data management system to make it more useful;
  • Oversee development of practical databases to manage reporting data, monitoring data and evaluation data;

Objective 5: Develop and maintain effective MS Access and MySQL databases. Take lead in troubleshooting and maintenance of computer systems.

Key activities & responsibilities to achieve this objective:

  • Develop and maintain a working relational database that is easily queried by the end user, for all program specific monitoring and reporting data.
  • Proactively take charge in trouble shooting and maintenance of computer systems, networking systems and other technology related tasks in the office.
  • Maintain and manage the Bulk SMS system for reporting and communication with field based staff and suggest upgrades to make the system more responsive to program management and reporting needs.

Internal & External relationships


  • Report to Program Coordinator (McKnight Program)
  • Serve Program Coordinators for all programs with coordinators (and MD or CD as required on other programs) by understanding program reporting needs and supplying with adequate reports
  • Manage 2+ data assistants and data entry people as required
  • Coordinate with field staff (regional and multi-network coordinators) ensuring clear target setting, and feedback provided
  • Coordinate with Country Managers and Program Coordinators in Tanzania and Mozambique
  • Liaise with Communication Coordinator to share data for stories
  • Coordinate with Program Coordinators for planning and budgeting of evaluation activities on each program


  • Evaluation experts
  • Database experts
  • M&E Officers in partner organisations

REPORTING RESPONSIBILITIES (which reports/documentation does this role produce)

  • Quarterly and Annual reports and related annexes and supporting documentation for each donor
  • Reports related to evaluation activities
  • Performance Appraisals
  • for field staff and Reporting team members
  • Monthly updates on performance of each network against targets



  • Bachelor’s Degree (preferably in relevant discipline such as M&E, Statistics, etc)


  • Excellent writing skills
  • Attention to detail
  • Able to convert project documents/ proposals into implementable plans
  • Able to understand farmer situation and use to inform narrative reporting and data interpretation
  • MS Word & Excel – intermediate+
  • MS Access – intermediate+
  • Able to supervise team members’ work effectively
  • Able to follow up work plans independently
  • Able to build and maintain good relationships with field and office staff
  • Very good verbal communication skills
  • Worked in a reporting, monitoring and/or evaluation role
  • Familiar with the company’s monitoring systems
  • Knowledgeable about the firm’s evaluation systems
  • Familiar with the organization’s field operations, programs
  • Budgeting skills
  • Database experience/high level Excel
  • Program Management Cycle understanding/training
  • M&E training/experience
  • MySQL Relational database development and management.
  • Knowledge in ODK design and development
  • Proficiency in IT (computer and network maintenance

To Apply

Send a Cover Letter and detailed CV to [email protected] marking the subject as “2694”, Your Full name & Phone number e.g. 2694 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.

Deadline for receiving applications: 5th March 2017


* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test. If you have any issues with the process, please reach out to +254702093793.

If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer.


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